2021/2022 School Age Childcare Parent Handbook - YMCA of Metropolitan Washington - YMCA Arlington 3422 13th St. N Arlington, VA 22201
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YMCA of Metropolitan Washington
2021/2022
School Age
Childcare Parent
Handbook
YMCA Arlington
3422 13th St. N
Arlington, VA 22201
703.525.5420Dear Parents, We welcome you and your family to the YMCA of Metropolitan Washington Child Care Programs. We are delighted that you have chosen our program for your child. We are committed to providing a loving, nurturing and fun experience for all children. The Child Care Program is designed to meet the needs of working parents and their children by providing a safe, stimulating and wholesome environment with a plus. Our mission is to help your children develop positive identities, values, social skills, and commitment to life-long learning. This handbook will assist you in understanding the philosophy, policies, and procedures of our Child Care Programs. Please read the handbook carefully and retain it for future reference. Also, please sign the acknowledgement sheet and return it to your Center Director. If you have any questions, please contact your Child Care Director. Again, welcome to the YMCA Child Care Program! Angie L. Reese-Hawkins President & Chief Executive Officer
Table of Contents
I. WELCOME
YMCA Mission 1
Philosophy 1
Educational Philosophy 2
Character Development 2
40 Developmental Assets 3
YMCA Goals 3
Code of Conduct 3
Giving Back 4
Benefits of Membership 4
Locations/Contact Information 4
ll. PREPARING FOR THE SCHOOL YEARFAQS
What information will I get before my child starts? 5
What do I bring on my child’s first day? 5
What if my child has an allergy or special diet? 5
What if my child requires medication during the day? 5
How can I schedule a conference? 5
lll. GENERAL PROGRAM INFORMATION
Arrival 6
Absences 6
Babysitting Policy 6
Child Abuse 6
Children at Risk 7
Communicating with YMCA Staff 7
Communication 7
Contacting my child during program hours 7
Drop Off/Pick Up 8
Gratuities 8
Hours of Operations 8
Late Pick Up Fees 8
Licensing 9
Parent Participation/Volunteerism 9
Parking 9
Staff Expectations 9
Inclement Weather 10IV. EXPECTATIONS IN YOUTH DEVELOPMENT PROGRAMS
Biting Policy 11
Bullying Policy 11
Discipline Guidelines 12
Field Trips/Parent Chaperones 12
Homework Policy 12
Personal items, electronics, money, toys, etc. 13
Runaway Policy 13
Transportation 14
Zero Tolerance 14
Serious Behaviors that Result in Immediate Program Suspension 14
V. HEALTH GUIDELINES
Accidents 15
Accommodation Process 15
Allergies/Special Diets 15
Asbestos 16
Contagious Diseases 16
Health Forms/Immunizations 16
Health Records 16
Illness Policy 17
Insect Repellent/Diaper Cream/Sunscreen Policy 18
Medication 18
Vl. CLASSROOM PROCEDURES
Assessments/Conferences………………………………………………………………………………….…19
Classroom Management…………………………………………………………………..……………………19
Outdoor Play……………………………………………………………………………………………………..…19
Bathroom Procedures………………………………………………………………………………..………….19
Toilet Training Policy…………………………………………………………………………………………….20
Clothing & Other Belongings…………………………………………………………………………..…....20
Meals…………………….…………………………………………………………………………………………….20
Birthday Party Guidelines………….……………………………………………………………………..……21
Nap/Rest Time Policy………………………………………………………………………………………..….21
Enrichment Activities/Classes……………………………………………………………………………….21Vll. OFFICE PROCEDURES
Billing/Payment 22
Cancellation Procedures 22
Confidentiality 22
Dismissal 22
Emergency Evacuation Plan 23
Financial Assistance………………………………………………………………………………………………24
Insurance………………………………………………………………………………………………………………24
Paperwork…………………………………………………………………………………………….…………..…..24
Resolving Concerns……………………………………………………………………………………….……….24
Tax Information……………………………………………………………………………………….…………….24
Waiting List………………………………………………………………………………………………….………..24
***Please note: Policies and Procedures are subject to change with no less than a two week
notice***I. WELCOME
YMCA Mission
The YMCA of Metropolitan Washington’s mission is to foster the spiritual, mental, and
physical development of individuals, families, and communities according to the ideals of
inclusiveness, equality, and mutual respect for all.
The YMCA values diversity as strength and provides experiences
that help:
Develop self-confidence and self-respect
Practice personal integrity
Achieve physical and spiritual well-being
Promote interracial, intergroup, and ecumenical harmony
Build capacities for enlightened leadership
Contribute to personal self-reliance and societal well-being
Lead to worldwide understanding and peace
Philosophy
The YMCA of Metropolitan Washington is an inclusive organization and defines inclusions
as the deliberate and conscientious effort to be knowledgeable about differences,
supportive of others, and active in changing structures to ensure all groups are welcome,
with the understanding that everyone brings valuable skills and abilities to the YMCA.
YMCA of Metropolitan Washington youth programs stress care and safety, and they
nurture the child’s desire to explore and learn through developmentally appropriate
activities. These activities are consistent with the recognized principles of early childhood
education:
We are partners with parents in their children’s lives.
We are partners with children to help them reach their fullest potential.
We are honored by the trust and confidence parents place in us.
We are committed to providing a safe, caring, affordable, and fun
environment for all children.
The principles of the YMCA Youth Development Programs are firmly based on the specific
objectives from which our program operates. These principles are related to personal
growth and interactions with others as well as with the environment. The specific
principles of the program are:
The achievement of personal growth in body, mind, and spirit.
The formation and practice of constructive habits and attitudes.
The strengthening of family relationships through parent participation in the
program.
1Educational Philosophy
As with any YMCA program, the curriculum is centered on the YMCA mission and program
goals. Second only to relationships, a well-planned curriculum will help to define a child’s
experience in a YMCA Program.
The YMCA curriculum is developed on the following:
Specific needs and interests of the children;
Talents and abilities of the staff;
Unique needs of a particular community; and
Resources within the YMCA and the surrounding community.
The following curricula are standard to the YMCA Programs:
School Age After Care---- YMCA School Age Framework Curriculum
Our programs strive to develop the whole child by helping him/her socially,
emotionally, intellectually, and morally. In addition to focus on self-development, YMCA
programs afford children opportunities to acquire critical life skills through interacting
with a diverse population. Children learn to recognize and value the differences and
similarities between themselves.
Television and Screen Time
There will be certain times where children will have access to electronic devices including
computers. In addition, some classrooms may include educational videos from time to time
to facilitate learning experiences. Special movie days may be planned in the lesson from
time to time.
Character Development
We plan to provide the best program possible. At the YMCA, that means more than just
activities. Character development is vital for all of us- staff, volunteers, members,
participants, and parents. The YMCA is committed to embracing and demonstrating
character through the modeling of the four core values: caring, honesty, respect, and
responsibility. Our goal is to challenge the children and staff to believe in and act on these
positive values.
Caring: To love others, to be sensitive to the well-being of others, to help others.
Honesty: To tell the truth, to act in such a way that you are worthy of trust,
to have integrity; making sure your choices match your values.
Respect: To treat others as you would have them treat you; to value the worth
of every person, including yourself.
Responsibility: To do what is right; to be accountable for your behavior and
obligations.
240 Developmental Assets
The YMCA also adopts the practices of the Search Institutes 40 Developmental Assets
that help young people make wise decisions, choose positive paths, and grow up
competent, caring, and responsible. Our programming focuses on either providing or giving
children the tools to seek out and meet all the developmental assets they need for
success. We accomplish this through character development discussions, teambuilding
activities, service learning projects, and day to day interactions with each other. Learn
more about the Search Institute’s Developmental Assets online at http://www.search-
institute.org/research.
YMCA Goals:
Each child should be treated with respect, kindness and understanding.
Children’s feelings, thoughts and ideas are worthy of recognition and response
from those around them.
Children must be taught and encouraged to express their feelings, thoughts,
and ideas in socially acceptable ways.
The YMCA is committed to character development by helping children accept
and demonstrate the positive values of caring, honesty, respect, and responsibility.
Children must be secure in the knowledge that the YMCA setting in which they
learn and play will protect them, insofar as possible, against physical and
psychological harm.
Parents must be active participants in decisions relating to the care and
education of their children.
Parents must support those responsible for the consistent supervision of their
children.
Code of Conduct
Our Code of Conduct states that the YMCA of Metropolitan Washington is committed to
providing a safe and welcoming environment for all of our members and guests. To
ensure safety and comfort for all, we ask individuals to act appropriately while they are
in our facility or participating in a YMCA program. We expect persons using the YMCA to
behave in a mature and responsible way and respect the rights and dignity of others. Our
code of conduct does not permit language or action that can hurt or frighten another
person or that falls below a generally accepted standard of conduct.
If, after consultation with parents, the counselor(s) and Child Care Director, the child’s
behavioral problems cannot be resolved, then the child may be dismissed from the
program.
A parent or guardian who is disruptive to the program, does not comply with the policies
of the YMCA, or whose behavior is intimidating to the children, parents of the other
children, or the staff of the center will be asked to remove their children from the
program.
3Giving Back
Every year, members and program participants like you donate to the YMCA’s Caring for
Community Campaign to ensure that every child, adult, and family in your community has
access to quality child care, summer camp, and the opportunity for a healthy lifestyle,
regardless of their financial ability. In 2019, YMCA Arlington awarded over $75,000 to
families in need, helping finance more than 200 camper weeks, giving children the
opportunity to learn new skills and meet lifelong friends. If you wish to make a
contribution to the YMCA 2021 Caring for Community Campaign, you may do so by
completing the bottom of your payment options form, online at www.ymcadc.org (be
sure to designate Arlington as branch), or by sending your donation directly to the YMCA
Arlington.
The Benefits of Membership
All children must be AT LEAST a Program Member to participate (Select centers may be
exempt from membership requirements). Program Memberships are annual. New program
members or renewals need to include the annual $45 membership fee.
*Full Privilege Membership is included in the full day and part-time Early Learning Program.
Families have full privilege membership to any full facility YMCA that is part of the YMCA
of Metropolitan Washington Association.
By becoming a full privilege member of the Y, you can save hundreds of dollars a year plus
have access to all the Y has to offer; wellness, group exercise, pool during the summer,
racquetball courts, and privileges at the tennis center.
Locations/Contact Information
YMCA Arlington Senior Program Director: Timmirian Williams
3422 N. 13th Street Phone number:703.525.5420
Arlington, VA 22201 Email: Timmirian.Williams@ymcadc.org
703.525.5420
YMCA Woodmont Program Center YMCA Arlington Tennis/Squash Center
2442 N. Fillmore Street 3400 N. 13th Street
Arlington, VA 22204 Arlington, VA 22201
703.527.4966 707.522.1700
4II. PREPARING FOR THE SCHOOL YEAR-FAQS
What information will I get before my child starts?
Besides this handbook, a monthly email is our courtesy communication tool to inform you
of the month’s schedule of activities as well as answer any questions you may have.
Early Learning families will receive a welcome email a week before starting our programs
outlining First Day expectations and Frequently Asked Questions.
If you do not receive a program email, please confirm your email address with the Member
Services desk.
What to bring on my child’s first day?
All belongings brought to the YMCA should be properly marked with the child’s name.
Children should wear comfortable clothing and appropriate shoes for running and playing
as specified by the center. (We do not recommend sandals, Crocs or soft sole shoes for
physical activities and all outdoor activities.)
What if my child has an allergy or special diet?
If your child has an allergy or requires a special diet please speak with the Director prior
to your child’s first day. We offer a vegetarian option on all lunches for Early Learning
programs should a family’s choices reflect that option. The YMCA will do its best to
accommodate other requests if a participant is not able to have the food provided due to
allergy, religious or special needs based on the resources available.
What if my child requires medication during the day?
We are able to administer medication to your child during his/her school day as long as
the proper forms are filled out. Please refer to the medication section under “Health
Guideline” for complete information.
III. GENERAL PROGRAM INFORMATION
Arrival
School Age: For Before Care, all children should be signed in upon arrival by the
parent/guardian.
Absences
We do not prorate our fees for absences for any reason, including illness or vacation.
If your child (ren) is out for 2 consecutive days or more without prior notification, we will
call you to check in.
Aftercare: Please call or email to inform the center of program absences by 2pm.
5Babysitting Policy
Although Y program staff work well with children, our policy states that employees of the
YMCA are not permitted to have additional contact, baby-sit or provide transportation for
families with children enrolled in our YMCA programs.
Child Abuse
State laws of Maryland, District of Columbia, and the Commonwealth of Virginia require
the YMCA to report suspected or actual child abuse and/or neglect to the proper
authorities. In compliance with the laws, the YMCA has adopted a policy, a summary of
which is as follows:
a. Any employee of the YMCA who has reason to suspect that a child is abused
or neglected should report that matter immediately to his/her supervisor who shall
make a report forthwith to the local department of the county or city where the
child resides or where the abuse or neglect is believed to have occurred. If
neither locality is known, then such report shall be made to the local department
where the abuse or neglect was discovered.
b. Any employee making a report of child abuse or neglect pursuant to
the appropriate sections of the Maryland, District of Columbia, or Virginia statutes or
who participated in a judicial proceeding resulting there from shall be immune from
any civil or criminal liability in connection therewith, unless it is proven that such
employee acted in bad faith or with malicious intent.
c. Sexual misconduct and/or child abuse on the part of employees is prohibited by
the YMCA. Any employee that admits to or is found guilty of an incident of
illegal sexual misconduct shall be immediately terminated from employment and any
position of responsibility with the YMCA.
6Children at Risk
Parents who arrive at the YMCA in an incapacitated condition (i.e. alcohol, drugs) present
a risk to their child. The staff in charge will advise the parent of their options regarding
the transportation of their child to his/her home. Some options that may be exercised
are:
Call another person on the child’s emergency contact list
Call the other parent
Call a taxi
Call a nearby neighbor/friend
If a reasonable conclusion cannot be reached, the parent will be advised that either Child
Protective Services or the Police will be called.
Communicating with the YMCA Staff
Exchange of information between parents and staff provides insights for both parties.
This information can be exchanged formally or informally. We just ask that families please
inform us of changes happening in your family so we are better able to meet your child’s
needs. Changes at home include: moving, hospitalization of a sibling or parent,
altercations in the parents’ relationship, etc. These changes and more may influence the
way in which your child relates to others. Staff members are trained to treat personal
information with the utmost confidence, and furthermore do not use the information for
any purposes outside of creating the best possible environment for each and every child.
Communication
All communication in our child care program is done through phone or e-mail. Please send
all absences, questions, and other pertinent information to our e-mail address. The Child
Care Director will have continuous access to this e-mail address throughout the day.
To contact the Child Care Director Please call 703.525.5420
Email:Timmirian.Williams@ymcadc.org
Contacting your Child during Program hours
If you have any questions or concerns, please contact the director at any time.
Cell phones and electronic devices are to be used for homework purposes only and as such
should not be relied on for communication between parents and children.
7Drop off /Pick Up
YMCA Youth Development opens its doors at 7:00 am. Please do not attempt to drop off
before this time. All children must be signed in by the adult dropping them off. Children are
not allowed to enter the program without an adult. Always leave your child with staff, do
not leave them alone in an empty classroom. It is important that all children are picked up
on time. If a child is not picked up by closing time, parents and emergency contacts will be
notified. If neither the parent nor the emergency contacts can be reached, or if the child is
not picked up within 45 minutes of closing, Arlington County Police may be called. Please
note that a photo I.D. is required for anyone, including a parent, to pick up children from
our Programs, if YMCA staff does not recognize that person. This is to ensure that all the
children are safe and going home with the appropriate person. The center is not
responsible for a child once they have left the premises. Staff is prohibited from
transporting children to and from the center in their vehicles.
School Age: If parents haven’t called or emailed that their child would not be picked up,
the Site Director will check with the school first of their whereabouts. If the school has
no knowledge of their whereabouts then the parents will be called to confirm.
Gratuities
YMCA employees may not accept gifts, tips, gratuities, or other benefits. A small token of
appreciation or small general fund distributed equally among staff is permissible.
Hours of Operation
School Age (Monday-Friday)* Please note our childcare
AM Care: 7:00 a.m. – the start of school programs do not operate on
PM Care: 13th St. & Westover Sites: The weekends.
end of school – 6:30 p.m.
Late Pick Up Fees
School Age:
5 minute grace period
13th St Site: late fees effective starting at 6:35pm
Violations after 5 minutes will result in fee of $1 per minute, per child, rounded up to the
nearest $5
Late fees are due immediately upon pickup and may be paid by cash, check, or be charged
to your account. Continued abuse of the late-pick up grace period (defined as 5 violations
in a 3 month period) will result in loss of grace period and late fees effective at the close
of program for the remainder of the school year.
8Licensing
All YMCA sites and programs are licensed or in the process of being licensed and follow
licensing jurisdictions in Virginia by the Department of Social Services, in Maryland by the
Department of Health and Human Services-Childcare Administration and in the District of
Columbia by the Department of Health, and a copy of the licensing plan is available for
your inspection at all times. Re-licensing and unannounced inspections occur regularly.
Parent Participation /Volunteerism
You are always welcome in the program as a volunteer either on an on-going or
occasional basis to share special interests, a helping hand, or expertise. Please feel free
to observe, eat snack or lunch, and volunteer in the school age classroom, etc. All
custodial parents have the right to enter the center at any time. We request, however,
that visits are scheduled with the Director ahead of time in order to avoid having too
many people in the room at one time. Visitors other than parents are a l s o welcome to
visit, but should make an appointment with the Director ahead of time.
We would like to invite all the parents to attend any special events put on by the
children throughout the program year. Parent participation is encouraged, such as
attending parent workshops/meetings, special events, field trips, etc. The YMCA Parent
Advisory Committee is a wonderful opportunity to express your views on how we can
improve our program. Parents and YMCA staff come together to share ideas and
suggestions regarding family activities, enrichment programs, and other items of interest.
Parents are encouraged to participate.
The YMCA welcomes program and parent volunteers and matches them with programs for
which they are best suited. All volunteers, including parent volunteers, are
interviewed and required to complete a background check before working in
the program. Volunteers are not counted in staff to child ratios.
Parking
13th St Aftercare Site: You may use the circle out front to drop off and pick up. If you are
staying more than 10 minutes, please utilize a parking spot in the lot.
Staff Expectations
The YMCA strives to hire high quality, well-trained staff to conduct all YMCA Youth
Development Programs. All staff members are selected based on their education and
experience in working with children. Staff is expected to demonstrate sound judgment,
dependability, responsibility, and the ability to create an environment which reflects care,
respect, and safety for all children. All YMCA staff must b e f u l l y v a c c i n a t e d a n d
complete a background check before working in any youth development program and go
through a drug screening. YMCA staff members participate in planned training (First Aid,
CPR, Child Abuse Prevention, etc.) and educational trainings to further their skills in child
development and recreation.
9YMCA Inclement Weather Policy
Half-Day Early Learning School Age
MCPS 1 Hour Delay Center will open 1 hour late Center will open 1 hour late*
MCPS 2 Hour Delay Center will open 2 hours late Center will open 2 hours late*
CLOSED**
School Cancellation and
Administrative Offices open Center will open 2 hours late
If branch runs an inclement weather
on time camp they will open 2 hours late
Center will open when Administrative
offices open CLOSED**
School Cancellation and
-If Admin delay happens we will open
Administrative Offices If branch runs an inclement weather
when Admin offices open*** camp they will follow the same
opening late
opening as Administrative offices
-Specific time Admin offices open
unless after 11am
CLOSED
School Cancellation and
We will close when the
School Administration closes Any inclement weather camp will close
Administrative offices close
early when Administrative offices close
School Cancellation and
School Administration offices CLOSED CLOSED
closed
CLOSED
We will close 1 ½ hours after school
Early Dismissal
closes Parents must make arrangements to
pick up child/ren at school
Planned Early Dismissal and Will remain open until Admin offices Will remain open until Admin offices
storm starts close close
Inclement Weather on
Will follow Administrative Offices Will follow Administrative Offices
planned no school days
*AM care for school delay days are only for participants that are already registered for
before care
**On days when school is closed and Administrative offices open on time or late a snow day
camp may be available at the main branch on a case by case basis. This will be
communicated at 8am. These camps would run from 9:00am-5:00pm. These camps are also
not covered in the tuition. They would be an additional fee and will be on a first come, first
serve basis.
***For our policy we deem Admin offices official opening time is 8am
10IV. EXPECTATIONS IN OUR YOUTH DEVELOPMENT PROGRAMS
Biting Policy
Incidents of biting are a relatively common, yet unpleasant, experience with infants and
toddlers. These children have not yet acquired the verbal skills to express their
frustrations or desires. Often they are also experiencing the pain of teething. Other
reasons for biting may include sensory exploration, autonomy and control, peer
interaction, imitation, frustration, anxiety, and curiosity. It occurs most frequently when a
child is tired, frustrated, or over-stimulated.
When the child is able to verbalize and teething is no longer a factor, the center will
implement our Biting Policy. If an incident occurs, the parent will be called and asked to
pick up the child. If a second incident occurs, the parent will be notified and the child
may be suspended for 1-2 days. Any other incident may result in dismissal from the
program.
Bullying Policy
Bullying is when one or more people exclude, tease, taunt, gossip, hit, kick, or put down
another person with the intent to hurt another. Bullying happens when a person or group
of people want to have power over another and use their power to get their way. Bullying
can also happen through cyberspace: through the use of e-mails, text messaging, instant
messaging, and other less direct methods. This type of bullying can also lead to persons
being hurt during or between the camp seasons and be especially hurtful when persons
are targeted with meanness and exclusion.
In YMCA Youth Development Programs, bullying is inexcusable, and we have a firm
policy against all types of bullying. Our philosophy is based on our mission
statement which ensures that every child is accepted. We are open to all to develop
the spirit, mind and body. We work together as a team to ensure that all
participants gain self-confidence, make new friends, and go home with great
memories. Unfortunately, persons who are bullied may not have the same potential
to get the most out of their experience. Our leadership addresses all incidents of
bullying seriously and trains staff to promote communication with other staff
members and their children; so both staff and participants will be comfortable
alerting us to any problems during their program experience. Every person has the
right to have the best possible experience, and by working together as a team to
identify and manage bullying, we can help ensure that all participants and staff have
a great school year.
11Discipline Guidelines
If your child needs to be disciplined the YMCA disciplinary guidelines are as follows:
Expectations and consequences will be explained clearly to children and posted in
easy to understand terms.
Children will be given clear guidelines for their behavior so that they develop
internal control of their actions. Simple, clear-cut rules will be established. These
include rules for safety as well as rules for protecting the rights of others.
Children will be allowed to express their feelings, both positive and negative.
YMCA staff will focus their efforts on showing children acceptable ways of
expressing their feelings.
Children’s appropriate behavior will be reinforced.
Verbal abuse or derogatory remarks are not acceptable.
Children will not be subjected to corporal punishment of any kind.
Children will not be deprived of meals or parts of meals, sleep time, clean and
sanitary conditions, or personal hygiene.
Staff will model positive behavior and attitude.
Appropriate disciplinary action will be used as a result of inappropriate behavior:
o 1st incident – Verbal Warning
o 2nd incident – Written Warning/Parent Meeting/Phone Conference
o 3rd incident – 3 Day Suspension may result
o 4th Incident – Possible Removal from Program
Certain behaviors that endanger self or others can lead to immediate dismissal
Field Trips / Parent Chaperones
Field trips are important to the YMCA Youth Development program because they expose
the children to the community, and can be educational. Field trips are used to stimulate
interest in a subject as well as to extend information. Far from being a “one day”
experience, a field trip can be integrated into the total program for maximum learning. The
YMCA does not allow parent volunteers to drive children (other than their own) during field
trips. If you do drive during a field trip and have an accident, please understand that your
personal insurance will be in force prior to any general liability insurance of the
YMCA. Car seats may be required for your child’s transportation and are not provided by
the center. Car seat regulations vary by jurisdiction, please check with your program
director to find out if a car seat is required for your child. If your child has a discipline
problem, the Director can request your presence or an individual over 18 years of age to
accompany the child on the trip. If no one can accompany your child, they may not attend
on the day of the field trip. Parent volunteers must complete a background check through
the YMCA. Contact your director to let them know.
Homework Policy (SCHOOL AGE)
YMCA School Age is recreation-based program, not an extension of the school day. We
will have a scheduled homework assistance plan scheduled each day for at least 30
minutes. There will always be an alternative for children who do not have
homework; however they will be asked to sit with others in the group who are completing
their homework being respectful of others need for quiet focus, but may choose to read,
draw, complete a crossword puzzles, etc. 12Personal Items, Toys, Money, Etc.
The center is equipped with toys and games suited for each age group. Please do not allow
your child to bring toys from home, eliminating unnecessary problems. The children may
bring toys or items of special interest on sharing days or by special arrangement with the
child’s teacher. The YMCA is not responsible for any lost, stolen, damaged or traded items.
Please do not allow your child to bring guns, war toys, or other items relating to
aggression and destruction.
Please do not allow your child to bring in any electronic devices. Any electronic
devices brought in by a child or family is the responsibility of the child and the
child alone. Technology use is restricted to homework time and for homework
purposes ONLY. This includes cell-phones and personal or school-issued
tablets. YMCA Staff will regularly conduct screen-checks and may confiscate
technology that is not being used for homework purposes. It is the family’s
responsibility to retrieve confiscated property at sign-out.
Please do not allow your child to carry money to the YMCA unless it has been
previously requested by written communication from the YMCA for a specific
program or field trip.
Please do not allow your child to bring any trading cards (i.e. Pokémon cards)
All items unclaimed will be donated to charity at the end of the month. For
identifying purposes, remember to label all your child’s belongings with their first
and last name.
Runaway Policy
If a child leaves the designated YMCA site area without permission from the staff or
refuses to leave when the rest of the group leaves an area, the following procedure will be
followed:
*Situation A: Child runs towards the woods when he is out of a game or refuses to join
the group when they are leaving. A staff member will alert the rest of the staff and will
go after the child and bring the child back to the area.
1. Parent will be notified and asked to pick up child immediately.
2. A meeting will be arranged between the parent, child, and Site
Director/Coordinator before the child can return to the program. The event will be
documented.
3. The child will no longer be allowed to attend the program if this is a repeated
offense.
*Situation B: If the staff is unable to locate the child, the following procedure will be
followed:
1. Police will be notified.
2. Parent will be notified and asked to come and aid in the search if the child.
When the child is found, the parent will be asked to take the child home.
3. The child will no longer be able to attend the YMCA care program.
13Transportation
YMCA t r a n s p o r t a t i o n p r o v i d e s s a f e a n d w e l l -maintained v e h i c l e s f o r
t r a n s p o r t i n g children to/from school and for special events and trips.
Children are expected to follow these rules for bus safety:
1. Enter and exit in an orderly fashion
2. Sit in seat facing front with seat belt fastened
3. Keep body inside vehicle (no head, arms, etc., out the window)
4. Place all unsecured objects under their seats
5. No objects thrown in or outside the vehicle
6. Noise MUST be kept to a level as not to disturb the driver
7. Children shall not have body parts or items in the aisle
8. Code of Conduct for all participants must be followed
The rules MUST be followed for the safety of everyone. Violations will be handled as
follows:
1. Verbal warning to student
2. Written report to parent/student
3. Suspension from transportation for one day
Should inappropriate behavior continue, the student may be dismissed from the
transportation and/or the program.
Zero Tolerance Policy
YMCA Youth Development Programs have a zero-tolerance policy for serious behavior
infractions since our goal is to provide a healthy, safe and fun environment for every child.
The behaviors below are grounds for immediate removal from programs for the remainder
of the current day and additional days as deemed necessary by program staff. Each
incident will be considered on a case-by-case basis to determine if the child is capable of
functioning in a group setting while in the program. The Child Care Director will meet with
the child’s parent(s) to determine a course of action and the length of the suspension.
Serious behaviors that may result in immediate program suspension
If a child is removed from the program no refunds will be given.
1. Any behavior that endangers the health and safety of children, staff or members
2. Leaving the program without permission, or refusing to remain with assigned
group
3. Inappropriate touching of other participants or sexual misconduct
4. Theft, defacing or destruction of property belonging to the YMCA or others
5. Any kind of physical assault such as hitting, kicking, biting
6. Gang-related activity
7. Possession of weapons, tobacco, alcohol or illegal drugs
14V. HEALTH GUIDELINES
Accidents
All precautions will be taken to prevent serious health risks to all participants. In the
event that a minor injury occurs, First Aid will be administered on site by staff. The
following procedures will be followed:
911 will be called if needed.
First Aid will be provided and the incident recorded and filed.
The child will periodically be observed after First Aid has been applied.
In the event that a major injury or health problem arises and professional medical care is
needed:
Immediate First Aid will be administered by staff person until professional
services arrive.
Parents will be notified immediately. If the parent cannot be contacted, the
emergency contact person will be notified. Please keep your Emergency Contact
information updated. If changes occur, please report them immediately.
A staff person will accompany your child to the hospital and remain there until
you or your emergency contact person arrives. The YMCA does not pay for the
ambulance transportation.
The incident will be recorded on an Incident/Accident Report Form and any first
aid given will be documented.
Accommodation Process/Special Needs
In order for the YMCA to provide the best experience for your child, we ask that you
consult with the Director regarding any special needs required by your child prior to
registration. We will assess the support needed and discuss with you the benefits of the
program or the alternatives available. In addition, there are certain treatments and
procedures that our staff cannot legally perform because they are not qualified or trained
to do so. Children with special needs will be evaluated on an individual basis. We will make
every attempt to serve all children. We will work with families and outside agencies to
provide any special services that a child might need to address needs developed in their
IEP/IFSP.
Allergies / Special Diets
The YMCA must be made aware of any child who requires a special diet due to medical or
religious reasons.
15Asbestos
The YMCA was inspected by the Asbestos Hazard Emergency Response Act (AHER).
Westover Baptist church was inspected by Kynoch Environmental Management. In
accordance with the Commonwealth of Virginia and Federal Requirements, a copy of the
reports and management plans are available upon request for your inspection.
The Shelton was built after 1990 and in compliance with the Federal Ban on Asbestos. As
such, there is no concern of asbestos containing materials in the facility.
Contagious Diseases
If your child or any member of the immediate household has or has been exposed to a
highly contagious disease, please inform the Youth Development staff immediately of the
condition within 24 hours. Highly contagious illnesses include: COVID, strep throat,
pinworm, chicken pox, conjunctivitis (pink eye), scarlet fever, lice, scabies, whooping
cough, impetigo, meningitis, hepatitis A, measles, mumps, salmonella and shigellosis.
Your child should be clear of all symptoms and checked by a doctor before returning to the
Youth Development center with a doctor’s note.
Health Forms/Immunizations
By their start date in the program, all children must have a current physical exam on file.
Physical examinations must be completed and signed by a child’s physician. All
immunizations must be current. If the YMCA does not receive the updated medical form
by their start date, your child will be removed from the program and you will forfeit your
deposit.
All children must have up to date immunizations to enroll and stay enrolled in the YMCA
Childcare program. It is the responsibility of the parent to provide the center with up-to-
date immunization records. Drop-off will be denied if health forms are out of date.
Health Records
As required by the local licensing authority, each child must have a completed:
Registration Form to include two emergency contacts (one must be local)
Health/Immunization Form Parts One, Two and Three
Policies and Waivers Form
Proof of Identification Form (Virginia requires birth certificate or passport)
Parent Handbook Acknowledgement
Medication Consent Form (if needed)
These forms must be given to the YMCA at the time of registration or your child will NOT
be able to attend! Please be sure that the information on the forms is accurate and
complete. Please do not leave any of the sections blank on any of the forms.
16Illness Policy
Children must be healthy enough to participate in the daily routine of the program. If there
are indications of illness, your child will not be admitted or be allowed to remain at the
center. If your child becomes ill during the day, he/she will be separated from the
classroom and the parent/guardian will be contacted immediately to pick the child up. If
we are unable to reach you, or your child is not picked up within 45 minutes, we will call
the next emergency contact listed on the Emergency Form. Each child’s registration form
MUST have an emergency contact person living in the area.
A child picked up from the center because of an illness may not return to the center the
following day. When they do return to school, your child must be symptom free for the
past 24 hours without any medication. Your child must be able to participate in all school
activities without the use of medication. Also, if your child is on a restricted diet, they
may not return to school until they have been cleared of all restrictions due to the illness.
We sincerely appreciate your cooperation regarding our health policy. In order to continue
to provide quality care for your children we need your help with the following:
Recognize the signs and symptoms of illness in your child.
Promptly pick up your ill child when called.
Consult with a doctor about diagnosis and care during illness.
Inform the center of any medication(s) your child is taking, including any
possible reactions.
A child will NOT be permitted to attend with the following:
Fever of 101 degrees F. or above (may not return the following day)
Any contagious disease (such as COVID, chickenpox,
ringworm, impetigo, scabies/lice, c o n j u n c t i v i t i s ). Follow t h e
g u i d e l i n e s f o r e x c l u s i o n f o r a l l communicable diseases.
Yellow or green nasal discharge
Sores with yellow or green drainage
Eye discharge/Conjunctivitis (may not return until on antibiotics for 24 hours)
Unexplained rash (consult your physician)
Difficult or rapid breathing, severe cough, high-pitched croup or whooping
sound after cough.
Recurrent Diarrhea/Vomiting: A child may not return the following day.
Significant ailment affecting your child’s ability to participate in all school
activities. (Indoors and Outdoors)
Any symptoms requiring one-on-one care or causing severe discomfort
without the use of medications.
Antibiotics: A child taking antibiotics may not return to the school until 24
hours after the first dose to allow the medicine to work.
In the event that a staff member becomes ill or calls out, the acting director on duty or
another qualified staff member will take their place
17Insect Repellent / Diaper Cream / Sunscreen Policy
Children are not to carry insect repellant, sunscreen & diaper cream in their backpacks or
have them in their cubbies. Instead, the repellant, sunscreen & diaper cream must be
stored with the staff at the front desk. Staff will be required to record each time the
insect repellant, sunscreen and/or diaper cream is used on each child. Parents must fill out
an authorization form, one form per item, listing the specific name/brand of the insect
repellant, sunscreen or diaper cream and any known adverse reactions. Please send the
insect repellant, sunscreen or diaper cream in a Ziploc bag labeled with your child’s name.
Please be sure to pick up your child’s insect repellant, sunscreen or diaper cream at the
end of the season/or at the end of his/her participation with the YMCA Youth
Development Program.
Medication
Our medication policy is primarily established to accommodate the administration of
medication(s) commonly prescribed by physicians for the treatment of short-term illness.
Prescription and “over-the-counter” medications will not be dispensed without written
consent from the child’s parent. Parents and Guardians should:
Complete the medication authorization form included in your registration packet.
Please note: We are not allowed by state to accept health forms from the
Arlington County School system or another Child Care
Center. The authorization form has to be on our YMCA form. If the
medication is prescription (includes inhaler and EpiPen) it will have to have a
doctor’s signature on the form.
Keep all medication in the original container with the prescription
label/directions attached. Medication must be labeled with the child’s name, the
name of medication, the dosage amount, and the time or times to be given.
Hand all medication (including inhalers, and EpiP ens) to the Child Care staff.
Children are not allowed to keep medications on their person, in their backpack or
lunch bags.
All medications will be locked up and given to your child at the prescribed time.
Medications authorized are only valid for 10 days, at which time all unused medication will
be returned to the parent or disposed of, unless a new form is completed. If a
child i s t a k i n g medication for an extended period, a note with these
specifications, signed by a physician, must be submitted. We encourage you if you have
a child that is on a long term medication such as an inhaler, EpiPen etc. to have your
doctor fill your form out with a start date of September through August. This will allow
us to keep the same form on file the entire school calendar year.
We strongly encourage all parents to administer medication to children prior to drop-off
and after pick-up. Parents should notify staff when the medication was given.
18VI. CLASSROOMS PROCEDURES
Outdoor Play
Outdoor play is an important part of our daily schedule and is required by the Childcare
Regulations. This time allows the children to develop their large muscles. Parents are
asked to dress their children appropriately for weather conditions. All children will go
outside daily, weather permitting. If your child is not well enough to participate in
outdoor play, please keep him/her at home. We will also keep your child indoors as a
precaution if your child is dressed inappropriately.
Please note on Code Orange or Red days, time will be limited according to the
code.
Code Orange: The children will not be outside for more than 30 minutes at a time.
Code Red: The children will not be outside for more than 20 minutes at a time.
Bathroom Procedures
No participant is ever alone with a staff member. All participants will take trips to
the bathroom with the entire program and/or groups of participants escorted by
program staff. Program participants will only use bathrooms inspected for safety by
program staff.
School Age
Children should be completely potty trained and fully able to clean themselves on
their own after using the restroom. Any child that needs assistance or guidance please
speak with the Director so we can be sure that we are providing the best support
possible.
Clothing & Other Belongings
All belongings brought to the YMCA should be properly marked with the child’s name.
Children should wear comfortable clothing and appropriate shoes for running and playing
as specified by the center. We advise children NOT to wear sandals or soft sole shoes.
Meals
School Age
During a normal school day an afternoon snack will be provided. During break camps and
inclement weather days, parents are asked to provide lunch, and 2 (morning and
afternoon) snacks daily. Please note that the center cannot provide refrigeration or heat
children’s food.
Birthday Party Guidelines
It would be our pleasure to help assist you in your child’s birthday celebration at the
center. Please consult your child’s teacher regarding party scheduling and food
restrictions. As a wellness organization, we ask that you join us in our commitment to
healthy living and limit sugar-filled f o o d s and portion sizes or offer a healthy
alternative. Please note that the YMCA is a “PEANUT FREE ZONE” which means no
19peanut products are allowed. In addition, only store bought products with nutrition
labels and ingredient lists available should be brought in for celebrations. Birthday party
invitations may not be distributed at the center unless ALL children are included.
Enrichment Activities / Classes
The YMCA Youth Development offers additional activities for your child to attend during the
week. Select activities may incur additional fees. For information regarding specific
activities/classes offered, please see the Director or Front Desk. Please note that we offer
a variety of different extracurricular activities (sports, gymnastics, ballet, enrichment,
music) to both Early Learning and School Age children. These activities are offered
throughout the school year based on the branch’s preset session schedule. Activities will
not be pro-rated for any late sign ups or days missed due to reasons outside of our
control, i.e. weather, or sick children. Your child will be picked up directly from their
classroom and then returned to that room once their activity is completed. There is no
need for a parent to be in the building during the child’s activity time.
VII. OFFICE PROCEDURES
Billing/Payment
For any new child starting school age programs, a registration fee is required at time of
registration. This fee is non-refundable and non-transferable if child is cancelled out
BEFORE scheduled start date. We will NOT HOLD your child’s spot in program without
payment. Please note the billing for Youth Development programs with the YMCA of
Metropolitan Washington are billed the month prior to when care is given, (i.e.,
September’s care tuition is collected in August.)
Cancellation Procedures
Year-Round Programming
If you choose to remove your child during the school year, written notification is required
2 weeks prior to your draft date. If you choose to remove your child without notifying the
center, you will still be held responsible for your next scheduled monthly billing cycle.
There will be no refunds given. Written notice of cancellation must be addressed to the
Director of the program.
20If your child is cancelled out of the program due to non-payment, the full amount still
owed is due before reinstatement into the program. Children may not be readmitted if
the program is full.
For drafts scheduled for the 26th of the month, cancellations are due NO LATER
than the12th of that month to avoid any further drafts.
School Closure Camps/One-Time Programs
Cancellations must be made in writing to the program Director with at least two weeks’
notice of the program. Cancellations made with less than 2 weeks’ notice will incur a 20%
processing fee upon refund. Cancellations made after the program officially starts cannot
be refunded (ie. for a School Closure Camp, cancellations made after 9am the day of the
camp will not be refunded).
Confidentiality
A custodial parent/legal guardian must authorize access and release of records in writing.
Custodial parent/legal guardian’s access to the child’s record will be available upon
request. Records will be released without parental or custodial authorization when an
official subpoena is received from the court.
*All forms must be completed and returned to the main office prior to a child attending
a YMCA program. All information requested on the forms is necessary and is considered
confidential.
Dismissal
The Director, counselors, teachers and parents will work personally with one another to
help resolve any behavior problems that may occur. If all efforts are exhausted and the
behaviors continue, the child may be dismissed from the program. A parent or guardian
who is disruptive to the program, does not comply with the policies of the YMCA, or whose
behavior is intimidating to the children, parents of other children, or the staff will be asked
to remove their child from the program.
21Emergency Communication: At all times a Director or designated lead staff person will be
on site to deal with emergencies. Walkie-talkies and program Director’s cell phones will be
readily available at all times and in the event of emergencies.
Emergency Evacuation Plan
Each program site will have a site-specific emergency plan including an assembly area
program, facility evacuation plan, notification (sounding of alarms) system, shelter-in-
place plan, locations of fire extinguishers and first aid kits, etc. Staff has been trained and
is expected to be well-versed in emergency procedures. Each month will include both a fire
drill and shelter-in-place drill, so that participants are aware of what to do in an
emergency. The YMCA program sites’ emergency plans are available for parents to read.
Please see the Program Director for a copy of this plan.
The following are general procedures for the YMCA Arlington Child Care in case of
emergencies:
Shelter-in-Place: In the event of an emergency that requires an on-site shelter-in-place,
children, members, and staff will assemble in the designated area on site (please refer to site-
specific plans for actual locations). In the event of an emergency that requires children,
members or staff to be moved to an alternate location, participants and staff will be
transported via YMCA buses to the following locations in order as possible:
YMCA Arlington, 3422 N. 13th Street, Arlington, VA 22201
YMCA Woodmont Program Center, 2422 N. Fillmore Street, Arlington, VA 22204
YMCA Fairfax County Reston, 12196 Sunset Hills Road, Reston, VA 20190
Facility Evacuation (in case of fire, or other emergency): In the event of an emergency requiring
facility evacuation, participants and staff will exit the building through the nearest exit, and
meet at pre-determined assembly areas. Staff will take roll of children in their groups, site
directors will take a total count to assure that all children have left the building safely,
assistant site directors are responsible for medication, first aid evacuation kits.
Chemical / Biological / Terrorist Emergency Plan: In the event of any of these
emergencies, children and staff are required to relocate to the on-site shelter in place location.
Once there, no one (including parents and children) will be allowed to enter or exit the building
until there is further notification from a YMCA Senior Staff person.
Severe Inclement Weather: In the case of severe inclement weather children will meet at their
designated area. All children will remain in their groups until the weather passes or the parents
pick the camper up. No refunds will be given for inclement weather closures or modifications.
Parents: Please create a plan to have your child picked up during emergency situations. Be
aware of local weather conditions that you feel may warrant your child being picked up from
the after school program. Due to the large number of children attending the program, the
YMCA will not call you to pick up your child unless the program is canceled. If a child is not
picked up from the program after an emergency, the staff will try to contact the
parents. If they cannot be reached, the staff will call the individuals listed on the
emergency contact sheet until he / she finds someone who is able to pick up the child. If
this fails after ½ an hour after closing, the staff will call social services.
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